Intake Coordinator

Department: Administration Hours of Work: 8AM - 5PM

Reports to: Assistant Administrator Schedule: M - F

Supervises: N/A Full-Time Employee

Job Description

Position Overview:

The Intake Coordinator plays a critical role in the admissions process by facilitating new client intakes during daytime intake hours listed above. This position ensures that all required documentation is accurate, provides orientation to clients, and supports staff by assisting with administrative and client care needs when intake sessions are not occurring. The Intake Coordinator helps maintain smooth operations outside of regular business hours and provides coverage for daytime intake as required.

Key Responsibilities:

Serve as the first point of contact for incoming daytime client inquiries.
Conduct initial screenings and gather necessary documentation.
Complete the intake process for all clients admitted on shift, ensuring all paperwork and electronic health record (EHR) documentation is completed accurately.
Audit all intake charts from that day to ensure completeness, compliance, and accuracy.
Provide orientation and support to clients and families during the admission process. Communicate with on-call or supervisory staff regarding new admissions, discharges, or urgent issues.
Answer the phone while on shift, responding professionally to inquiries, referrals, and client needs.
Enter intake documentation into the EMR system promptly.
Ensure all intake charts from that day comply with facility, state, and federal regulations (LDH, Medicaid, CARF, HIPAA).
Maintain accurate, up-to-date records in the EMR system.
Assist with administrative duties such as scanning, filing, or data entry.
Provide support to residential staff/techs with client needs as assigned.
Other duties as needed.
Coordinate with nursing, residential staff, and on-call administrators to ensure smooth client transitions.
Maintain professional, courteous communication with referral sources, clients, and staff.

Qualifications:

High school diploma or equivalent required; Associate’s or Bachelor’s degree in Human Services, Psychology, Social Work, or related field preferred.
2+ years of experience in behavioral health, substance abuse, or medical admissions preferred. Must maintain a valid driver’s license.

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